Team Personal Assistant

Main duties and responsibilities

The Team Personal Assistant provides first-class support to fee earners, with a focus on client and matter onboarding, KYC, billing and financial administration, workflow and file management, document support and a range of other administrative activities.

Client Onboarding, KYC and Matter Administration 

• Coordinate client and matter opening, including obtaining required client information, processing new matter requests, supporting KYC and related compliance processes, applying billing rates, preparing engagement letters and establishing electronic and paper matter files.
• Monitor onboarding and matter-opening progress, follow up outstanding information or actions and liaise with clients, fee earners and relevant business support teams to resolve queries or delays.
• Maintain accurate and up-to-date client, matter and contact information across Elite, , iManage, Outlook and other Firm systems. 
• Support ongoing client and matter administration, including file reviews, document housekeeping, matter maintenance, closure and archiving.

Billing and Financial Administration 

• Support the end-to-end billing process, including running system reports, preparing billing guides  , checking that disbursement invoices are authorised and recorded and producing invoices for fee-earner review, amendment and approval.
• Monitor billing progress, follow up outstanding time or other actions and follow-up of unpaid invoices.
• Prepare and process expense claims, payment requisitions, disbursements and other finance forms, ensuring accurate allocation to the appropriate clients, matters and budgets.

 
Matter, Workflow and Deadline Support 

• Develop and maintain a thorough understanding of fee earners' clients, matters, work in progress, projects, priorities, deadlines, potential issues and sensitivities, and use this knowledge to provide proactive support.
• Participate in regular work-planning discussions with allocated fee earners, maintain effective bring-forward and deadline-tracking systems and clarify instructions or deadlines where necessary.
• Assist fee earners with workflow management by prioritising requests, monitoring progress and bringing urgent or outstanding matters to their attention.

 
Document and File Management 

• Maintain accurate, up-to-date electronic and hard-copy files, reviewing them regularly, carrying out file health checks and document/template housekeeping, and archiving closed matters. 
• Prepare and produce correspondence, , presentations and other materials, including creating, amending, formatting, engrossing, printing, paginating and numbering, accurately and promptly in the Firm’s house style. 
• Use advanced document-production tools, including track changes, automatic numbering/styles and cross-references, and resolve problem documents. 
• Undertake audio/copy typing, proofreading, quality checking, photocopying and scanning, and prepare document packs where required.

 
Client, Communication and Business Support 

• Act as a professional first point of contact for clients and colleagues, screening calls, handling routine enquiries, taking accurate messages and redirecting requests appropriately. 
• Support priority client and business development initiatives, and liaising with Marketing and Business Development as required. 
• Organise client and inter-office meetings and events, including conference calls, lunches, dinners, workshops, conferences and seminars coordinating venues, equipment, papers, agendas and minutes as required.

 
General Administrative Support 

• Provide inbox, correspondence and typing support, including identifying, prioritising and escalating urgent messages; drafting, transcribing, audio and copy typing routine replies, holding responses, covering letters and other documents. 
• Coordinate meetings and diaries, including invitations, appointments and resolving scheduling clashes. 
• Arrange occasional business travel and accommodation, including flights, hotels, transport, itineraries, tickets, maps, contact details, currency and visas, within agreed budgets. 

Preparing and updating agendas for weekly team meetings to set out the latest status on client matters.

• Support team administration, including absence and annual leave records, CPD/learning records, appraisals and general team records. 
• Provide cross-team and departmental support and cover, including telephones and colleague absences, and act as a mentor/buddy to new team members where appropriate. 
• Develop knowledge of relevant legal terminology, systems and office equipment, and undertake other reasonable duties within the postholder’s skills and abilities.

Closing Date:

Midday on 9th November 2026.

Person Specification

• Strong recent administrative experience, preferably supporting senior staff within a legal, partnership or professional services environment. 
• Sound academic background, with at least five GCSEs at grades A-C or equivalent, including Mathematics and English; relevant administrative/secretarial qualifications, further training or graduate-level education are advantageous. 
• Experience of client and matter onboarding, KYC/compliance, billing and financial administration. 
• Excellent organisational, time, project and workflow-management skills, able to manage competing priorities, changing demands and urgent requests accurately and to a high standard. 
• Strong document-production skills, including drafting, formatting, audio/copy typing, proofreading and quality checking of correspondence, documents, reports, presentations and statistical/graphical information, with sound grammar and attention to detail. 
• Proficient in Microsoft Office, particularly Outlook, Word, PowerPoint and Excel, together with financial, practice and document management systems, AI tools and other business systems.
• Professional and client-focused, able to build effective relationships across a wide range of backgrounds and handle confidential information with sensitivity, discretion and sound judgement. 
• Proactive and confident using initiative, anticipating requirements, following up actions and escalating issues appropriately. 
• Enthusiastic, flexible and service-focused, able to work effectively both independently and as part of a team.

Benefits

• Annual leave entitlement of up to 25 days per annum depending on length of service. 
• After 12 months of service employees are  entitled to join the company pension plan. 
• Eligible to join our Health Cash plan product (Optimise Plan) on completion of 6-month probation period.  
• Employees may receive a discretionary bonus based on performance as determined through the annual appraisal process. This bonus is wholly in the discretion of Hassans and not contractual.